What is E-Child Care (ECC)?

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ECC is an electronic system that will replace the current reporting and claiming submission process by automating the collection of child care time and attendance data. It will also serve as the basis for payment to child care providers through the calculation of benefits based on time and attendance and directing the deposit of funds into provider accounts on a bi-weekly basis.

Through the use of New Jersey’s Families First card, parents or their designees will
conveniently swipe their card using a reading machine called a Point of Service (POS) device or
by using an Interactive Voice Response (IVR), a telephone-based system, which will allow
parents to record attendance data by following a series of voice prompts.

After ECC conducts a rapid verification process to ensure that the case and child(ren) are
eligible, ECC will record time and attendance.

All licensed child care centers that have six (6) or more children receiving subsidy will use POS
devices. Registered and approved home providers and centers serving five (5) or fewer
children receiving subsidy will use the IVR telephone reporting system.

Child Care Providers Serving 6 or More Children Receiving Subsidy

All Child Care Providers who have completed a provider equipment agreement with ACS and serve 6 or more children receiving subsidy will receive a POS device.

All Child Care Providers must use the POS device to collect attendance information in order to calculate payments. The state will only pay for care recorded through the ECC system.

All Child Care Providers will receive one (1) device for every 25 children who receive a child care subsidy.

Landline phones or broadband Internet services are required to set up the POS devices. Other phone systems such as cable phones, Digital Subscriber Line (DSL) connections or Voice Over Internet Protocol (VOIP) phones may be used at the provider’s own risk.

The Families First card is swiped through the POS device to record the child(ren)’s attendance.

Only parents or their designees are allowed to swipe their card through the POS device. Each parent or designee will have his or her own card and PIN.

All providers and parents (or their designees) must sign the E-Child Care Provider/Parent Responsibilities and Agreement certifying that each has read and received all ECC related information.

CCR&Rs will be responsible for maintaining all E-Child Care Provider/Parent Responsibilities and Agreement on site in the parents’ file.

Child Care Providers Serving 5 or Fewer Children Receiving Subsidy

All Child Care Providers who have completed ACS required paperwork and serve 5 or fewer children receiving subsidy will use an IVR system.

All Child Care Providers must use an IVR system to collect attendance information in order to calculate payments. The state will only pay for care recorded through the ECC system.

A registered landline telephone is required at the actual location where the child(ren) will be in care.

The ECC system will check the registered telephone number which is linked to the home or center where the care is being provided. If any other telephone number is used, the transactions cannot be completed.

Parents or designees record attendance data by following a series of voice prompts and using the telephone keypad.

The IVR system is available in English and in Spanish.

Only parents or their designees are allowed to call in and use their PIN number. Each parent or designee will have his or her own card and PIN.

All providers and parents (or their designees) must sign the E-Child Care Provider/Parent Responsibilities and Agreement certifying that each has read and received all ECC related information.

CCR&Rs will be responsible for maintaining all E-Child Care Provider/Parent Responsibilities and Agreement on site in the parents’ file.

How ECC Works:

POS

Parents will swipe daily through the POS device at the child care provider location to check in/check out. The POS transaction is sent to ECC for verification to check, if the

Case is eligible

Child is eligible

Provider is correct

Hours of care are authorized

The average check in and out transaction takes about 20 seconds.

IVR

Parents will dial daily into the Child Care Provider IVR system by phone at the child care provider’s location to check in/check out. The call must come from the provider’s registered telephone number.

The IVR will prompt the parent to enter specific information about the child(ren).

Parents can use any phone and dial into the IVR system ONLY when they need to call in an absence or sick time.

POS or IVR

Only primary card holders will receive Families First cards. The primary card holder is the only person authorized to link the designee cards with the CCR&Rs.

Prior to successful usage, all Families First cards must be linked and noted in the system.

ONLY parents or their designees are allowed to use the swipe card or call in to record the child(ren)’s attendance.

Families can get up to two (2) additional cards for people who are authorized by the parent to drop off or pick up their children from child care pursuant to Office of Licensing Regulations.

Parents who already have a Families First card will be able to use their existing card to swipe child care attendance.

Designees, who already have a Families First card and a child care benefit already on the card, will need a new Families First card to add a subsidy child for which they have been identified as a designee.

Designees, who already have a Families First card and no child care benefit on the card, will be able to add subsidy children for whom child care is being requested on the Families First card already in their possession.

Parents who do not have a Families First card will be mailed a card directly from ACS.

Providers are not allowed to record attendance on the parent or designee’s behalf. Any call-in by the provider is considered a misuse of the card and may result in the termination of the parent’s child care arrangements as well as provider sanctions, including but not limited to monetary penalties.

New Training Video on e-Child Care – This video covers use of both the telephone (IVR) and the swipe card machine (POS) that will be used to track child care attendance and for payment beginning January 1, 2012.